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Library Resources -- Recommendations and Requests

This guide is about submitting a resource recommendation or request to the Library.

Purchases using School or Research Funds

The Library purchases or subscribes to library resources for the use by staff and students from the Library materials budget.

There may be occasions where researchers or course instructors* choose to procure publications using non-Library funds, i.e. using their own Research or School Funds. Like the Library materials budget, research or school funds are also considered University funds.

Hence, publications that can be shared within the University for the purposes of research, learning or teaching, e.g. a physical book, are to be catalogued, and considered part of the Library's collection.

After cataloging and processing, the materials purchased using school or research funds will be made available to the designated borrower under a special "Long Term Loan".

  • The loan period of such items will be 2-years. Subsequently, the loan can be renewed, up to a maximum of 9 renewals. Effectively the borrower can have the book for up to 20 years.
  • The borrower is responsible for the safe-keeping of the materials, and to return the items when they are no longer needed.


*NOTE: If you are a student purchasing books using school funds, the information here does not apply. Please check with your school administrator.


Before Purchasing


The Library suggests that you :

  • Check the Library catalogue to confirm that (1) the title is not already available, and (2) what the Library can offer (whether e-book or print book) does not meet your needs. Checking first can help save your funds for other purposes.
  • Obtain in-principal approval to acquire those materials.
  • Ensure there are sufficient funds in the research or school fund.
  • Check for school/college guidelines that you may need to adhere to.


There are two ways to purchase materials using school or research funds:  


  1. Submit a request to Purchase Library Materials (via ServiceNow)
    • After the necessary school and DOA approvals, Library will do the sourcing and check if the material can be purchased via NTU's procurement to payment (P2P) system.
    • If the material is to be purchased via P2P (Ariba), requestor will be informed of the vendor to select.
    • If the material cannot be purchased via P2P (Ariba), Library will purchase the material and manage the payment process with the school.
  2. Staff to Purchase >> Request to Catalogue Library Materials (via ServiceNow) >> Submit Reimbursement Claim (via ICS)
    • Researchers or course instructors may choose to first purchase and pay for the materials they need, and later submit a claim for reimbursement (via the Integrated Claims System, or ICS).
    • Before such claims can be approved, the materials need to be catalogued by the Library.
    • You can submit a request to Catalogue Library Materials in ServiceNow. The Library will process these requests and determine whether the materials can be added to collection.
    • For materials that the Library will add to collection, requestors will receive an email notification with instructions to send the materials for cataloguing. Thereafter, requestors will receive an email that serves as a supporting document for the reimbursement claim.
    • For materials Library does not add to collection, they do not need to be catalogued. Requestors will receive an email that serves as a supporting document for the reimbursement claim.

Materials that Library does not Purchase or Catalogue

There are materials that the Library does not collect, and therefore not purchase nor catalogue. These include:

  • Material Types such as
    • Juvenile materials; that is materials meant for children
    • Instruction manuals for very specific equipment and users
    • Materials in obsolete formats which are no longer readable with existing equipment
    • Computer software for use by schools and departments
    • Workbooks, solution manuals, instructor's notes
  • Materials with specific considerations such as
    • Electronic books or resources which are sold on a personal-use basis (i.e. cannot be shared)
    • Print periodical subscriptions (e.g. journals and newspapers) which are continuously delivered on a regular basis
    • Materials with no scholarly or academic value/relevance
    • Self-published materials with no evidence of editing, peer-review and proof-reading
    • Objectionable content or titles which are banned or restricted by the Infocomm Media Development Authority (IMDA) of Singapore

Sending materials for cataloguing

The Resources team is located at Lee Wee Nam Library, Level 2.

  • If you stand below the staircase leading up to Lee Wee Nam Library, you will see ATM machines on your left. Look to your right and you will see the door to our office.

Please call 6790-5214 to inform us before you come during office hours:

  • Mondays to Thursdays 9.00am to 5.00pm
  • Fridays 9.00am to 4.30pm

Cataloguing and processing will usually take 1-3 working days.

  • You will receive an email that acknowledges receipt of the book(s). This email can be used as a supporting document for your reimbursement claim.
  • When the book(s) is ready to be picked up, the borrower will receive an email notification from the Library. If you are assisting your colleague, please let us know who to loan the book to.